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see a number of ¬elds. Do the following to each ¬eld:

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202 Chapter 11

Figure 11-1 De¬ning a Document Manager project.

1. Highlight your Project Name.
2. Enter a description.
3. Indicate the search index frequency (the time to rebuild the search
4. Expand Versioning and select Built-in Versioning (if you want
5. Expand Work¬‚ow and select Built-in Work¬‚ow (if you want
work¬‚ow) and select a default approver.
6. Expand Updates and select Enable Updates.
7. Expand Conversions and select Enable Document Conversions. This
stores both the original document and the document converted to
HTML. This is an important point, which will be discussed in more
detail later.
8. Expand Editors and select Enable Portal Editors.
9. Select OK.
You, no doubt, now have some questions such as what work¬‚ow, ver-
sioning, and updates are.
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Document and Content Management within WebSphere Portal 203

Document Manager provides an optional simple work¬‚ow support. In
the con¬guration, you assigned a group of reviewers. When an author cre-
ates or changes a document it appears in the task list of the assigned re-
viewer. Multiple users can have review authority but only one reviewer
can approve it. If the document is approved then it becomes visible in the
Document folder. If it is rejected then it goes back to the author task folder
for modi¬cations.
Document Manager also provides versioning. If versioning is activated,
you are asked if you want to create a new version of the document you
are saving. If you click OK, then a new version is created using automatic
versioning numbering. If you want versioning, you must also check the
versioning box when you create a document.
The Receive Updates option enables authorized users to see a document
when it is created or updated. When a document is added or changed it
shows up in your Updates folder.
After you create the Document Manager project, you need to assign access
rights. In Administration ➪ Access ➪ Users and Groups, create two groups:
wpsDocAuthor and wpsDocReviewer, and assign a user to wpsDocAu-
thor, and another user to wpsDocReviewer. You then click Access Control
assigned to the Document Manager project (for you, it is WebSphere Doc-
uments) and associate wpsDocAuthor with editor role, wpsDocReviewer
with manager role, and all authenticated portal users with the user role.
Then you click Assign Access associated with Document Manager and add
groups to the roles that they will be associated with. If you want some users
to have read-only access to documents, then assign them the user role. The
editor role is assigned to users who you want to have the ability to view and
add new folders/documents or modify the properties of existing Produc-
tivity components within the current resource. The manager™s role is like
an editor who scans the above for all documents, deletes folders or doc-
uments within the current resource, and moves folders. An administrator
can perform any operation.
Next log off as an administrator and log on as an author. Click Docu-
ment Manager and then click New Folder. Give it a unique name, click OK,
click the new folder, and then click Create New Document or Upload New
As seen in Figure 11-2, if you click Create New Document, then you have
the choice of three formats: Rich Text Editor ¬le, Presentation Editor ¬le,
and Spreadsheet Editor ¬le. Then choose whether you want versioning. The
three productivity portlets provide you bare-bones Word Editor, Spread-
sheet Editor, and Presentation Editor. However, you can also use a native
editor. If you decide that you want to upload a ¬le, Document Manager will
convert the ¬le into HTML for editing and displaying.
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204 Chapter 11

Figure 11-2 Creating a new document.

N O T E Because Document Manager converts the ¬les into HTML, many of the
original format features are not supported due to the limitations of HTML. Before
using the productivity portlets, read the Document Manager InfoCenter section.

After you have modi¬ed your document, save and close it. Since Work-
¬‚ow is enabled, the document will be found under Tasks. All those who are
authorized to see updates will also see it in their Update folder. Log off the
portal as author and log back as a reviewer. When you click Documents,
you will see under your Task folders documents to be approved. You can
approve them by clicking Approve Change or reject them by clicking Reject
Figure 11-3 shows the Documents information on WebSphere Commerce
waiting to be approved under Tasks.
Now let™s say you have documents in the Updates folder. Normally the
document will be viewable for one day; however, if you click Edit on Doc-
ument Manager you can choose how long to display the document (1 to
14 days) in the Update folder and which editors you can use.
If you want to edit and restore a speci¬c version (obviously versioning is
on), click Edit Document and click the Version tab. Click Activate Next for
the version you want and it will be restored from archives.
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Document and Content Management within WebSphere Portal 205

Figure 11-3 Document waiting to be approved.

WebSphere Content Management
ILWWCM provides full Web content management (WCM) services that
facilitate integration of content that is accurate, authorized, easy to navi-
gate, and complete. It is designed to replace WPCP. It provides a complete
solution for creation, storage, management, and delivery of content. Ser-
vices can be broken into three categories: Content Creation, Content Man-
agement, and Content Delivery. Don™t get confused; ILWWCM is a Web
content manager and not an enterprise content manager like DB2 Content
Content Creation enables you to develop and source content collabora-
tively using page design, distributed authoring, databases, and code. Con-
tent Management allows you to manage the integrity of the content and
the process through staging, storage, work¬‚ow, versioning, and taxonomy.
Lastly Content Delivery manages the delivery of content to the portal using
features such as aggregation, syndication personalization, dynamic presen-
tation, and caching.
The features of ILWWCM are best examined while performing a task,
so, as an example, your task is to create and publish a sample site. You are
encouraged to ¬rst review the material in Chapter 5, which discusses how
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206 Chapter 11

to install ILWWCM, as you will be using the parameters de¬ned in that
chapter. (For instance, the context root used is wcm.)

Creating a Site
In your portal, you are going to have a page that consists of two portlets.
The ¬rst portlet will list WebSphere Books, and the second will display the
details of the book that you clicked in the ¬rst portlet.
You will now learn how to create a site using content templates and
menu/navigator components and then integrate it into WebSphere Portal.
A work¬‚ow will be created to ensure that the published content has been
approved. In our example, four people are working on the project: Jim,
Scott, Tim, and Ron. Ron is Content Approver, Tim is Content Editor, Scott
is Page Designer, and Jim is Site Administrator.
Next, assume that you have started WebSphere that includes server1.
Then go into the WCM administrative console as http://localhost:
9080/wcm/connect aptrix. Make sure you using Sun JVM 1.3.1 09.

Setting Up Security
The ¬rst thing that you have to de¬ne for ILWWCM is the user™s roles. At
this time ILWWCM does not integrate into portals™ access control; however,
this limitation will be resolved very shortly.
First log in as an administrator. You will see in ILWWCM on your left
side a tree that contains all the functions necessary to create, manage, and
publish one or more sites.
To add a user, expand Home, expand Security and Work¬‚ow and then
highlight Users and Group, as seen in Figure 11-4. For each user, do the
1. Click New.
2. Under Type, select User from the drop-down box. A window will
appear like Figure 11-5 with a series of tabs that appear in almost
every window for WCM.
3. Click the ID tab and enter the name and description. For this step,
enter Ron.
4. Click the User tab and enter the password and e-mail address. Just
enter the password: password.
5. Click the Pro¬le tab if you want any objects associated with this use
to be automatically categorized (which we don™t for this site).
6. You click Security if you want to assign permissions to users directly.
You can enable Live, Read, Write, or Edit, or Delete Access. Live
permission enables the user or object to read an object rendered in
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Document and Content Management within WebSphere Portal 207

Figure 11-4 ILWWCM Security and Work¬‚ow Administration screen.

the Web browser. Selecting Delete Access automatically implies live,
read, and write access. We don™t recommend that you directly assign
permissions to users; instead, de¬ne a group with the appropriate
permissions and then assign the users to the group.
7. Lastly, you can click History, which tells you what was done to the
8. Click Close and then Save.
Repeat for user IDs Tim, Scott, and Jim. Next, create the groups to associate
the user IDs with. Under Users and Groups, click New and choose Groups
from the drop-down box and click OK. Then do the following:
1. Under ID, enter Content Approvers.
2. Under the Group tab, click Members and highlight Ron and click
Move Right to add Ron to the group. Click OK.
3. Click Save, Close, and Refresh.
Repeat the above and create the groups Content Editors, Page Designers,
and Site Administrators. Add Tim to Content Editors, Scott to Page Design-
ers, and Jim to Site Administrators. Also add all the users and the groups to
AprixUIAccessGroup so that they can log on to the Aptrix user interface.
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208 Chapter 11

Figure 11-5 Work¬‚ow process with associated access rights.

Creating a Work¬‚ow
The next step is to create a work¬‚ow. A work¬‚ow is a de¬ned process made
up of stages for the purpose of determining if content should be published.
Each stage has a list of users who can approve the content going to the next
Figure 11-5 shows the stages of our work¬‚ow and the rights assigned to
the stage. The Approve right enables a person to allow the document to
proceed to the next stage.
Do the following to create the work¬‚ow:

1. Go to Home ➪ Security and Work¬‚ow and highlight Work¬‚ows,
Stages, and Actions.
2. Click New and click Stage from the drop-down box and then click
3. Under Name, enter Draft.
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